Now that you have enabled automated email signatures in your account, you can create and set email signatures for everyone on your team.
Please note: Microsoft has decided not to support HTML image email signatures in their mobile app, so HiHello email signatures will send successfully from a computer but they are not compatible with the Outlook mobile app.
- The Automated Email Signatures Dashboard
- Applying or Updating an Automated Email Signature for Your Whole Team
- Applying or Updating an Automated Email Signature for Individual Users
- The Experience for Your Team
- Troubleshooting Errors
The Automated Email Signatures Dashboard
- Log into your HiHello account on the web app
- Switch to your admin profile
- Use the left panel to navigate to the Automated Signatures page:
- Now that your automated email signatures app has been installed and verified, you will see a dashboard of your team members on the automated signatures page:
On this dashboard, you can:
- See your team members' names and email addresses
- See their current cards (if any)
- See their current email signature (if any)
- See the status of their email signature (if applicable)
- Search for users by their name or email address
- Sort your users by name, email, signature type, or status
Applying or Updating an Automated Email Signature for Your Whole Team
You can now set up or update email signatures for your entire team in bulk.
- In the top right, next to All Users, tap Select to open the drop-down menu ("None" will be selected by default):
- Select the email signature format that you would like to use for your whole team
- All of the users who will be affected by the change will be highlighted in yellow on your dashboard.
In the following example, the top two users will receive a new email signature in their Microsoft Outlook account, but the third user will be unaffected because they do not currently have a company-issued card:
- If you would like to select a different card for anyone on your team, you can click on their current card and select another card from the drop-down menu that opens:
- Tap Save in the lower right to confirm the changes and apply the new signature
- Your team members may need to refresh their screen or their Microsoft Outlook account. They will see the new signature inserted the next time they compose a new message, reply to an email, or forward an email.
Applying or Updating an Automated Email Signature for Individual Users
If you would like to set or change the email signature for a single person, you can also do that using HiHello's automated email signature app. To update a signature for an individual user:
- Find that user on your dashboard by scrolling or searching for their name or email
- Click their current signature to open the dropdown menu:
- Select the type of signature you would like this user to have in their account
- If you would like to select a different card for your team member, you can click on their current card and select another card from the drop-down menu that opens:
- Tap Save in the lower right to confirm and apply the new signature
- Your team members may need to refresh their screen or their Microsoft Outlook account. They will see the new signature inserted the next time they compose a new message, reply to an email, or forward an email.
The Experience for Your Team
When you apply an automated email signature for a member of your team, it means that they will get a professional email signature that links to their HiHello card without needing to take any steps in their own account.
After you set an automated email signature for someone on your team, the next time they open their email on their computer and compose a new message, reply to an email, or forward an email, their new email signature will be automatically inserted into the email. They may need to refresh their screen to update their account after a HiHello admin issues or updates their email signature.
Troubleshooting Errors
Automated Email Signature is not Inserting in Outlook for Desktop
On March 31, 2024, Microsoft will discontinue the API that supports automated email signatures in their classic Outlook for Windows desktop client. Microsoft is releasing a New Outlook for Windows app to replace the classic desktop client. To continue using HiHello automated email signatures, please update your HiHello integration by following these steps:
- Navigate to the Microsoft 365 admin center, the link is listed below for your convenience:
- In the Microsoft 365 admin center, locate the "HiHello Email Signatures" add-in within the list of integrated applications:
- Click on the add-in to view its details
- Select the "Know more and update" to proceed with the update process:
- Carefully review the permissions required for the update
Please note that there may be an issue indicated by "null" entries in the permissions list, these indicate errors originating from Microsoft:
If there are any concerns regarding the permissions or if the issue of "null" permissions persists, please contact Microsoft Support for further assistance before proceeding with the update.
- After reviewing, if you agree to the changes, click on "Accept and update" to apply the new permissions and complete the update process for the HiHello Email Signatures add-in.
The update process is expected to take approximately 24 hours to complete.
If any of your individual team members still do not see their automated email signatures 24 hours after the HiHello Email Signatures add-in was updated, they may need to switch to the New Outlook for Windows app.
To switch:
- Go to the top right corner of the classic Outlook for Windows client
- Click the toggle labeled “Try the new Outlook”:
You can read more about the New Outlook for Windows on Microsoft's help page if you would like more information:
Start using new Outlook for Windows
Error Message in HiHello
If HiHello is not able to add an email signature for a user for any reason, you will see an error message in that user's status box. You can hover your cursor over the error message to find out more:
In the message above, the email address was not found in your Microsoft instance. To correct this issue, work with the user to add their email to your Microsoft Azure account or update their HiHello account login email.
After correcting the error, you can click the circle next to the error message to attempt to reload the email signature for that individual. If you have multiple error messages, you can click RELOAD in the lower right of your screen to reload all of the failed automated email signatures in your account.
If the email signature is still not working correctly, please contact our customer support team so we can assist you further.